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Termination Letter Due To Disciplinary Action

Termination Letter Due To Disciplinary Action Template for Malaysia

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Key Requirements PROMPT example:

Termination Letter Due To Disciplinary Action

"I need a Termination Letter Due To Disciplinary Action for an employee in our manufacturing facility who has committed multiple safety violations and received three prior written warnings, with the termination to be effective January 15, 2025; the letter should include detailed references to our company safety policies and Malaysian workplace safety regulations."

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Document background
The Termination Letter Due To Disciplinary Action is a crucial document used in Malaysian employment contexts when ending employment relationships due to misconduct or policy violations. It must comply with the Employment Act 1955, Industrial Relations Act 1967, and relevant Malaysian employment regulations. This document is issued after following due process, including disciplinary hearings and prior warnings where applicable. It should detail the specific misconduct, reference previous warnings, specify the termination date, outline final payments, and address company property return. The letter serves both as formal notification and legal documentation, protecting the employer while ensuring the termination process follows Malaysian legal requirements for procedural and substantive fairness.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and delivery method (e.g., hand delivery or registered post)

2. Recipient Details: Employee's full name, position, employee ID, and department

3. Subject Line: Clear indication that this is a termination letter

4. Reference to Previous Actions: Summary of prior warnings, disciplinary meetings, or show cause letters

5. Specific Misconduct: Detailed description of the disciplinary breach(es) that led to termination

6. Legal Basis: Reference to relevant employment contract clauses and company policies that were breached

7. Termination Decision: Clear statement of employment termination and effective date

8. Final Payment Details: Information about final salary, outstanding benefits, and statutory payments

9. Company Property: Instructions for returning company property and revoking access

10. Closing: Signature block with name and position of authorized signatory

Optional Sections

1. Garden Leave: Include when employee is required to serve notice period but not attend workplace

2. Non-Compete Reminder: Include if employee is bound by post-employment restrictive covenants

3. Appeal Process: Include if company policy allows for internal appeals against termination

4. Exit Interview: Include if company requires an exit interview process

5. Benefits Continuation: Include if any benefits continue post-termination or if COBRA-equivalent applies

Suggested Schedules

1. Summary of Disciplinary Proceedings: Chronological list of all disciplinary actions and meetings

2. Final Payment Calculation: Detailed breakdown of final payment including salary, benefits, and deductions

3. Company Property Checklist: List of company assets to be returned

4. Previous Warning Letters: Copies of all previous warning letters or show cause notices

5. Investigation Report Summary: Summary of findings from disciplinary investigation (if applicable)

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Financial Services

Technology

Retail

Healthcare

Education

Construction

Professional Services

Hospitality

Telecommunications

Energy

Transportation

Real Estate

Mining

Agriculture

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Industrial Relations

Management

Operations

Administration

Relevant Roles

Human Resources Manager

HR Director

Legal Counsel

Department Manager

Line Supervisor

HR Business Partner

Employee Relations Manager

Chief Human Resources Officer

Compliance Officer

General Manager

Operations Director

Regional HR Manager

HR Administrator

Personnel Manager

Industries
Employment Act 1955: Primary legislation governing employment relationships in Malaysia, including provisions for termination procedures, just cause and excuse requirements, and due inquiry processes.
Industrial Relations Act 1967: Regulates employer-employee relationships, provides framework for handling unfair dismissal claims, and outlines procedures for dispute resolution.
Employment (Termination and Lay-off Benefits) Regulations 1980: Specifies the mandatory termination benefits and notice periods that must be provided to employees upon termination.
Federal Constitution (Articles 5 and 8): Constitutional provisions ensuring right to livelihood and equal protection under the law, which must be considered in termination processes.
Employment Insurance System Act 2017: Provides for insurance benefits and re-employment placement programs for terminated employees.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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